Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

October 10, 2022

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

Directors in Attendance: 

·       Quorum present? Yes

Karon Welcomed the Homeowners in Attendance:

·       Willie Simons, Karen Simons, Susan Rainey, Cathy Turnbaugh, Rejane Jackson, Tim Harig, Jarvis Cain, Julie Cain, Mark Tyler, Karri Baskin, Linda Hooker, Paul Hooker, Melissa Bugdal, Nancy White, Barbara Powell, Judi Jones, Keith Bounds [17 Members present].

·       Special Recognition Honor:  On behalf of the Board of Directors, Mr. Jarvis Cain was awarded a Certificate of Appreciation for his Perfect Attendance record at The Villages at Sleepy Hollow Homeowner’s Association Annual and Board of Directors Meetings since November 2005. Mr. Cain was on the original Developer/Homeowner Transition Team supporting the process to become an independent association and a member of the first HOA board. He was acknowledged for bringing a great deal of wisdom to that first board. Mr. Cain was surprised and stated that “Those early times were a lot of fun; eventually we got things done and we made it!” 

President’s Report:

·       Lawn and Irrigation Guidelines – Process for Reporting Issues: Every April, guidelines are emailed to homeowners which outline the steps for reporting lawn and irrigation problems/concerns. It also states that when there are changes to lawn maintenance or the irrigation schedule, the change is posted on the website and NextDoor. In the past the secretary (Karon) was responsible for posting on the website and the president (Robert) posted on NextDoor as the Sleepy Hollow Lead (established that account on the social network). After the president resigned, Karon acknowledged that she failed to put the changes on NextDoor assuming she didn’t have the “rights” because she was not the Lead. Secondly, it was important to emphasize in the minutes that if homeowners follow the process to report an issue via the website, immediate action can be taken with the homeowner to resolve the problem or concern. Those without access to a computer, should call the HOA phone and the issue will be created on their behalf. When you access the website, any bulletin is posted under the section titled “SLEEPY HOLLOW LAWN CARE.” Examples would be (a) rain delays cutting, or (b) the irrigation zone run time has been increased to minimize the grass’s stress due to drought. If the bulletin(s) listed do not address your issue/concern, proceed down to the bottom of the page to the section title “Reporting Lawn or Irrigation System Problems/Concerns.” Once completed, an email is immediately sent to Carl Cottingham at Delmarva Lawn Care and Sleepy Hollow Outlook (Karon). In most cases Carl responds within a couple of hours or no later than days end. The homeowner and Sleepy Hollow receive his response via email, or phone for those without access to a computer. Following this process helps ensure the concern is addressed quickly and when the invoice is received, we have a tracking mechanism for the work completed. For instance, a line item appears on the bill for repairs to the irrigation system due to a tree’s root system in the back yard, but there is no issue to document this work. This is troubling and time consuming to resolve. To clarify,

1.     Go to the website and check for Bulletin updates

2.     If your concern/problem is not disclosed, scroll down, and create an Issue Report

3.     Do not go directly to the lawn care contractor or his sub-contractor to report a problem—you must file an issue report for them to act. Exception to the rule: Directing the lawn care contractor or his sub-contractor to perform work for you personally that is outside of the HOA coverage.

·       City of Salisbury – Process for Reporting Issues: Recently, a homeowner reported a pothole on Tappan Lane. We explained that this issue is handled by the City and can be reported on their website at https://salisbury.md. Citizens can report any of the following directly to the City: Animal Problems; Housing & Community Problems; Land Use and Permit Problems; Park & Tree Problems; Road Problems; Non-Emergency Police; Snow & Ice Problems; Streetlight Problems; Trash Problems; and Water & Sewer Problems. As a courtesy, a document has been prepared showing the steps for reporting a problem through the city. Simply send an email request for a copy of the instructions to sleepyhollowmd@outlook.com.

·       Overview of Miscellaneous Issues Addressed Since Last Meeting: (1) Flooding on Tappan | Fire Suppression System – A full report was forwarded to the board on the flood that occurred under a cluster home on Tappan Lane on July 17^th. The City of Salisbury Department of Public Works and fire department personnel were on-site. The Water Department called Sure Fire Protection company to inspect the Fire Suppression System located on Van Tassel. The technician reported that there was no failure to the system. Each cluster home (tri or quad unit) located on Tappan Lane and Van Tassel are connected to the fire suppression system in case of fire with an alarm on the exterior and water sprinkler on the interior. The damage to the property was not a result of the Fire Suppression System; a pipe burst under the home. (2) Emergency Irrigation Issue on corner of Tarry Town and Bell Creek – On September 7^th it was discovered we had a blown irrigation line (pipe) that created a geyser-like effect at the new construction build site. Water flow was going through a 2.5-inch pipe to a 2-inch pipe that ran under the street to the construction site to another 2.5-inch pipe. The line broke at the 2-inch point. It was noted that as we increase the number of homes being serviced on a line, we may encounter more repair as the system ages. (3) Dead Tree on Hessian Way – After review of our 2004 community plat plan, it was confirmed that the tree in question was a “street tree” and therefore needed to be replaced by the HOA. It was removed and replaced with a crape myrtle on October 6^th.

·       Fall Community Yard Sale: Our Fall event was postponed due to weather and held instead on October 8^th. There appeared to be a lot of activity. Posting of the 2023 schedule on the website will appear soon; typically, it is held on the first Saturday in May and October.

Vice President’s Report:

·       Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (July 11^th), Cathy reported on the three (3) ARB requests submitted, reviewed, and approved.

·       Homeowner followed ARB requirement to provide a color chip last year to paint their shutters, but questioned why a quad grouping has one bright teal when the other three have hunter green shutters? Cathy stated that some homeowners do things without the approval of ARB. So, what happens then? The homeowner is sent a letter of non-compliance that they did not follow the Architectural Review Board standards. We don’t penalize anyone; haven’t done that to date. Can we? We could, but is that the kind of neighborhood we want? Generally, if a duplex or quad unit wants to go from black to green shutters, we encourage that the requestor has a dialogue with the other homeowners in the quad and get consensus to paint all the shutters the same color and resubmit their request for approval to the ARB Committee. Do you have to paint your shutters the same color? We did, but can you paint it a different color? Cathy reported you can, but you need to submit a request along with the chip color and she would follow-up accordingly.

o   Action Item: William suggested that the board review the ARB guidelines and talk about any other actions we may need to take as far as architectural concerns.

Secretary’s Report:

·       July Board of Director’s (BOD) Minutes: The following changes, in part, were recommended to the July 11, 2022, recorded minutes distributed to homeowners via electronic mail on August 11^th and posted on the website. (1) Add missing homeowner’s name to the Roster – Jarvis Cain and Julie Cain under Karon Welcome the Homeowners in Attendance. (2)  A correction in wording under President’s Report | Acknowledgement of R. Holland’s resignation should read “…By record of these minutes, we formerly formally accepted the...”

Motion was made by William, seconded by Sue to approve the July 11, 2022, minutes, as amended. Motion carried unanimously.

o   Action Item: Karon to remove the DRAFT watermark, amend the sections disclosed above and add a footnote to denote the date approved, as amended. Approved/amended copies to be sent to each Board member and posted on the HOA Website.

·       Record of Executive Session: Karon reported to the members present that since the last Board meeting held in July, the Board went into Executive Session to address issues in accordance with the Maryland HOA Act permitting a closed meeting. A summary follows:

Treasurer’s Report:

·       Financial Reports | Balance Sheet: The Balance Sheet as of September 30^th showed Total Cash at $305,777.41 and a negative Accounts Receivable of -$94.50 representing prepayments of HOA fees, for Total Assets at $305,682.91. Retained Earnings are $247,587.77 and Net Income at $58,095.14. Wendy noted that the account was opened at Tidemarkàmoved money to get a higher rate of interest. September interest was $140.30. In comparison, interest for the same period would have been $24.84 at the Bank of Delmarva (1% versus .18%, respectively).

·       Financial Reports | Budget Analysis: The year-to-date Budget Analysis ending September 30, 2022, delivered to the Board reflected Total Income ($139,150.22) and Total Expenses ($81,055.08), with a Net Income in our working fund at $58,095.14. The analysis showed Actual versus Budget per line item. The budget target for the 9^th month is 75%.

·       Delinquency Report: One (1) delinquent homeowner remains in foreclosure. Property is still showing in deceased homeowner’s name; no action to date by FHA|HUD outside of assigning a case number.

·       Money Market Account – Opened at Tidemark: See reference to account opening under Treasurer’s Report | Financial Reports – Balance Sheet.

·       Reserve Fund CD – First Shore Federal: Wendy reported we need new signatures for the Certificate of Deposit account; there are two (2) signatures on the account, but neither one is a member on the current board. Interest is at 1% and we would like to inquire as to any penalty clause(s), but we can’t get access to that information until we secure new signers on the account. Changes to the account must be done in person and we need to include a copy of the minutes disclosing the approval of new signers for the account. Effective immediately, it was agreed that the new signers on the Certificate of Deposit held at First Shore Federal would be Wendy L. Bailey and Sue Revelle. As authorized signers they have permission to perform actions for the owner of the account.

·       Ratification – 2023 Annual Budget: The 2023 Proposed Annual Budget was presented at the July 11^th Board of Directors meeting and approved via Executive Session on August 12^th. Motion was made by Sue, seconded by William to ratify the approved 2023 Annual Budget. If there is a surplus in the budget, is there a chance in the future that the fees will go up or stay the same? The budget is calculated as though we have a zero balance. Anything that is left becomes retained earnings and it is reserved. There being no further questions, the motion carried unanimously. (Refer to Exhibit 1 – 2023 Budget attached)

·       CPA Annual Report – Year Ending 31-December 2021: Wendy delivered the completed copy of the compilation review completed by Philip Wheatley, CPA. It was noted that (a) for the size and scope of what we do, cash basis of accounting is fine; (b) we furnished and discussed the reserve fund analysis with the CPA, (c) if you pull the financial statements from the 2021 annual packet and compare with the financials in the compilation report, they would not be the same because theirs have adjusting entries; (d) due to downsizing next year’s review of the association’s books will be done by Kortney, a Public Accountancy within Mr. Wheatley’s organization. This action would still follow the HOA By-laws requirements.

Committee Reports:

·       Welcome Committee: Sue thanked Barbara Powell, Judi Jones and Cathy Jennings for their support and work on the welcome committee. Two (2) new residents were greeted since our last meeting, for a total of 11 new homeowners for the year.

·       Social Committee: It was guesstimated that we had about 50-60 people attend the ice cream social held on August 14^th. The event turned out very well, many attendees gathered and engaged in conversation with one another. Sue gave a shoutout to Robert Holland for chairing this successful event. Where was the ice cream coming from? The ice cream was provided by Vanderwende’s Farm Creamery, Bridgeville, DE. Do they sell locally? The ice cream was good! Locations: Bridgeville site is open daily, Greenwood DE is seasonal; Dewey Beach DE and Fenwick Island DE are open April thru October, and Philadelphia PA.

·       Records Retention Committee: Wendy delivered to the board a Records Retention Guidelines document outlining the practices to use to maintain important information for a required period for administrative, financial, legal, and historical purposes. After discussion, a motion was made by Cathy and seconded by William to approve the guidelines, as amended. There being no further questions, the motion was unanimously approved.

·       Easement Sub-Committee: William reported on the issues that were occurring here in the community, specifically the easement area in question coming off Cross Creek Drive on the boundary between the Sleepy Hollow subdivision and that of Willow Creek subdivision. On Sept 14^th he walked and looked at different things – area where city maintenance stops and starts with county maintenance on both sides with Delmarva Power along the high-tension lines; took measurements to determine where property lines are as to who owns what in that easement area. The committee (William and Sue) met for review; Sue conducted more research and summarized her meeting with the City of Salisbury Planning and Zoning Department. 

Overview of Who Owns What on the Easements:

As a side note, Sue questioned who was responsible for damage if a tree falls (in the yard, on their fence or house). According to the City representative, there is an old, but still in effect law (2014) that says whoever’s property the tree(s) falls in/on, that property owner is responsible to repair the damage. You can trim a bush or tree that is over hanging on your property if the trimming does not go past your property line.

Sub-committee Recommendations:

It was determined to give the members of the board an opportunity to peruse and digest the material presented and allow the committee time to secure written confirmation from the city on the Forest Conservation Easement plat before meeting to firm plans on how to move forward on this project. 

Unfinished Business:

·       Storm Water Management – Pond #2 (Van Tassel | Bell Creek): This project was approved in the July meeting, but work delays have moved its scheduled target completion date. As of October 5^th, the installation of the riprap to mitigate the erosion is set to start in the next two weeks. William stated that during his walk around the community he and Sue saw several ponds where erosion was evident around the edges of the ponds (scalloped edges). Wendy mentioned that wetland plants on the shoreline is a method used to stabilize the pond banks. Mr. Cain spoke to the past having a Ponds Committee responsible for checking and recommending shoreline strategies that might be considered to prevent erosion of the property. The expectation is that City personnel will be performing pond inspections in spring 2023.

·       Tree Ownership/Responsibility – 6024 Tarry Town Road: Recently a list of 7-8 properties were identified by a city inspector as being in violation of the code for a nuisance tree. A homeowner cited questioned as to the tree being his or an HOA “street tree.” The board asked to meet with the homeowner so that we could inspect and make an accurate determination. If the tree is the property of the HOA, the board will notify the City to mark their records accordingly. This issue is still outstanding but is made a part of the minutes to ensure it is tracked and comes to a resolution.

o   Action Item: Karon to contact homeowner to schedule a meeting to look at the tree and make determination.

·       Sidewalk – Repair Responsibility – The City of Salisbury and Resident Owner: Homeowner Lorrie Dollar forwarded a list of seven (7) areas that needed sidewalk repairs. Sue believes there are also a couple of areas around the clocktower. We also received a message from a homeowner that her sidewalk was disintegrating and wanted to know what the HOA was going to do about it. We have contacted the City to find out the next steps. Their response follows: “Sidewalks, Curbs and Gutter Pans are the responsibility of the homeowner that runs along their property lines. If you have sidewalks that you feel need attention or possibly replacement, that is managed by The Department of Infrastructure & Development Department William White – Transportation Project Manager 410-548-3170). You would need to contact their office and they will walk you through the process for review.” It is a holiday, but we have reached out to the project manager to secure further information on how the repairs are scheduled and completed. Sidewalk maintenance in common areas would be the responsibility of the HOA, and sidewalks located on the frontage of a property would be the homeowner's responsibility

o   Action Item: Once the process is outlined by the city, the board will need to create an action plan for the repairs. A communication will be created and forwarded to the impacted properties.

New Business:

·       Lawn & Maintenance Contract – 2024 thru 2026: We received a proposal for a new contract from Delmarva Lawn Care, LLC. It is identical to the current contract with a 5% increase in 2024: no increase in 2025 and a 5% increase in 2026. The only difference in the contract is that it does include the same fuel surcharge, but it is capped at $200 like we are doing now. It was believed that equipment purchases, and certifications were among the reasons for submitting the 3-year contract in advance. The opinion expressed was that inflation sits at a little under 8.5% and it would be a WIN-WIN for the HOA to secure a contract with a 5% increase in 2024 and 2026, plus either party can get out of the contract with a 30 days’ written notice. I would hate to see us stuck with these people for 3 more years. That is up to what the Board decides to do. We [homeowners] don’t have any say who takes care of our lawns? Exactly.

The board agreed to tie this topic with the work on the easement – have them look at the work requirements and determine if it warrants these tasks be added to the new contract or as a separate work order. The board deferred further discussion on the 2024 – 2026 contract at this meeting. Our current landscaping and irrigation contract stands through December 2023.

Will the new contract have the same number of lawn treatments? If it is the same number, he didn’t complete them all this year and we need to hold his feet to the fire. We acknowledged that we have on record the homeowner’s concerns and agreed to implement a system starting in 2023 to track on the website as work is completed by the lawn contractor.

As a new homeowner I am aware that the landscaper takes care of the front of the house, but not the back of the house. When will I get mulch—it looks like it hasn’t been replaced in 3 or 4 years. I have a rose bush in the front of the house, do I pull my own rose bush? It was recommended that the homeowner go online and report those concerns. Also directed the homeowner to the listing and schedule of lawn care activities for common areas and the age restricted areas on the website under the tab <Maintenance of Common Area>.

Open Discussion: Homeowners Concerns/Comments:

The floor was opened for general questions and comments.

When do you propose that you will get back to us on the trees in the Forest Conservation Plan? Sue plans on reaching out to the city if she hasn’t received anything by weeks end. The committee will extend a time limit and will ask where we stand if they haven’t located the plat at that point. William confirmed the committee would meet and make determinations once all the information is available. I called my insurance company today and explained the situation –I worry about the trees, not the ones living, but the ones dead. She told me “If a tree is on a location that is not yours and it falls on your house, your insurance will cover the damage (less deductible).” Once the city advises the status of the Forest Conservation, the committee can meet with a city representative and identify the trees that are dead and put together an action plan for next steps. Mrs. Hooker commended Sue and William on a job well done.  

Homeowner again expressed discontent about an ARB approval for a neighbor’s fence that did not follow the standard installation rule of 5 feet from the property line. There are no consequences – the battle is now hers to fight. What you are planning to do is a good thing relative to signage, but you need to make sure we have legal footing. When you speak about people being out of compliance, raise your hand if you want your fees tripled so that we can pay an attorney to argue with someone who painted their shutters the wrong color. Why do we have an ARB if you are not going to enforce it? The homeowner was asked if she would like to join the ARB Committee. The problem is your rules are not there. That is what the committee is for – look at the rules; recommend changes. It costs thousands of dollars to change the covenants. Any change in a covenant requires 90% of 193 members to attend a meeting and vote. It is hard to get enough homeowners to attend and make the quorum to hold an annual meeting. If you don’t support your group, you can’t expect change to happen. You can bet the ones that don’t come are the first to complain.

When can we ever expect any improvement – talk about being out of compliance – our lawns have been out of compliance all summer long with the grass height with the recommendations from the city. If he would cut the grass shorter, cut the grass even – it looks terrible. I expected better than what I was getting. He’s a nice guy, he calls you back, but there is no resolution on things. Karon directed the homeowner to look on the website to see the schedule of treatments that are covered under the contract specific to weeding and broadleaf, etc. She also encouraged the homeowner to go to the website and document any issue so that the lawn contractor and lawn committee can address the occurrence as it happens. You don’t care; all the neighbors will get citations; this is in the age restricted area. That is not true; we do care.

The meeting was overextended to accommodate questions, and was adjourned at 8:12 p.m.

·       Next Meeting: The next Board of Directors meeting is scheduled for March 6, 2023.

 Minutes submitted by Secretary, Karon Dennis

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

July 11, 2022

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting was called to order by the Secretary, Karon Dennis, at 6:30 p.m.

Directors in Attendance:

Karon Welcomed the Homeowners in Attendance:

President’s Report:

Vice President’s Report:

Secretary’s Report:

Treasurer’s Report:

PROPOSED RESERVE FUNDING FOR 2023

Refer to “Reserve Fund Analysis” for study details

Is there any script on when a sidewalk must be replaced? While walking my dog I have come across sidewalks that are raised because of a tree root system. Thus far, we have addressed areas that may cause a trip hazard. Karon requested the homeowner forward a listing of the sidewalks in question so that the Board can investigate those areas further. NOTE: (1) We cannot make repairs and send the bill to the City. The City of Salisbury must inspect the site, agree to the repairs/shared costs before work can commence. (2) Current repair cost is $11.56 per square foot for full demolition and replacement.

The following details are included as a matter of record and clarification as it relates to sidewalk repair and maintenance: Historical records from the meeting with The City of Salisbury on the handoff of the sidewalks states that the City will pay for ½ of the of the repairs for our sidewalks when the expense is first approved by the City. Regardless of the over 55+ or non-age restricted area, each homeowner is responsible for their sidewalks, and repair. The HOA is responsible for the common area sidewalks only. The homeowner bears responsibility for sidewalks and the front footage of their property.

Committee Reports:

Unfinished Business:

New Business:

Open Discussion: Homeowners Concerns/Comments:

The floor was opened for general questions and comments.

Is anyone else concerned about the houses being added in Sleepy Hollow? Are we expanding the community? Karon confirmed that there were 16 vacant lots that the developer sold. The new owner has been building new construction homes on those lots. We have a total of 193 homes/lots that make up The Villages at Sleepy Hollow.

On the easement behind Cross Creek and Bell Creek, Carl had indicated that it wasn’t being mowed around the sprinkler system. Is that considered common area? Some sections are being taking care of by homeowners and other sections are all weeds. If it is common area, are we seeding and fertilizing the grounds? With an easement we are not required to seed or fertilize the property, but it should be manicured. The area was mowed once it was brought to the board’s attention. On the Cross Creek to Bell Creek to Fuller Lane easement, there is a triangle of trees that is a mess. It is encroaching the property fence and tree(s) at 6078 Bell Creek. Karon asked the new Easement Committee to include these properties in their task assessment.

Concerns expressed by homeowner regarding (1) a neighbor’s fence that was built on property line and (2) the lack of maintenance in the forest area behind their home and others in the community. Who is responsible for fallen trees or trees falling on residential property? (1) Cathy confirmed that any fence that is approved by the Architectural Review Board should be installed 5’ inside the property line. (2) In the past, the board has discussed the areas known as “Forest Conservation Easements.” These areas are protected, and you are prohibited from clearing any tree, bush, or vegetation. A homeowner stated that 16 years ago, there were metal signs in the ground that identified these areas. Karon asked the new Easement Committee to investigate the Forest Conservation area(s) further to determine who is responsible for maintenance and removal of fallen trees and the contact information on who to call when a resident experiences damage to their property.

A homeowner reported damage to the back of his property – multiple holes in the siding that look like they were made by a pellet gun – will require three sheets of aluminum siding be replaced. Was wondering if anyone else had experienced a similar problem. A police report is in the process of being filed by the homeowner. Karon reported that to date, there have been no reports of damage of this nature to any other property.

Homeowners present at the meeting thanked the board for their continuous hard work on behalf of the community.

There being no further business, the meeting was adjourned at 7:55 p.m.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watermark denotes Meeting Minutes approved 10-October 2022, as amended

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

May 9, 2022

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

Directors in Attendance:  

Quorum present? Yes

Robert Welcomed the Homeowners in Attendance:

·       Rejane Jackson, Nancy White, Linda Hooker, Paul Hooker, Julia Cain, Tim Haig Harig, Jarvis Cain, and Terry Dunn. [8 Members present].

President’s Report:

·       2022 Board of Directors:  Robert confirmed the board of director’s appointment of officers noting one open position as the role of Vice President.

·       Status of Irrigation Annual Maintenance and Season Schedule: There was delay in the annual start-up due to a death in the owner’s family in Australia. There is a schedule on the website [Maintenance of Common Areas] which highlights the monthly work covered in our contractual agreement that the contractor performs. There is a caveat however, that if certain weather conditions prevail, work as outlined may be delayed or suspended. For example, our weekly grass cutting occurs every Friday. It was not accomplished last week because the grounds were so wet. This week we were notified that the schedule must be moved forward to Wednesday or Thursday because of expected rain on Friday. We appreciate how accommodating and flexible our lawn contractor is in keeping our grounds thriving all year round.

·       Community Yard Sale: Last week’s yard sale was postponed due to weather, so the Spring event will be this Saturday, May 14^th. Our Fall event is set for October 1^st with a rain date of October 8^th.

·       HOA Committees Notification: An action item from our annual meeting was to provide our membership with a listing of the committees established in Sleepy Hollow. An email communication was sent on April 20, 2022, describing the different types and benefits of HOA Committees along with a complete listing of active and inactive Sleepy Hollow Committees.

      o  Mr. Hooker, who volunteered on the Irrigation Committee, reported that the response to issues he has submitted via the Website have been managed quickly. The contractor has responded the same day; he [Carl Cottingham] does an amazing job of monitoring. Also reported that 28100 Cross Creek Dr. needs extra heads because of the yard size; has had communication with Auscare and the board on this issue.

Vice President’s Report:

·       Architecture Review Board (ARB) Requests: Since our last Board of Director’s meeting (March 7^th), we have had nine (9) ARB requests submitted, reviewed, and approved.

·       As a homeowner we want to add a black railing to our front porch. Does that have to be presented to the ARB Committee? Cathy confirmed that the improvement would need to be submitted to the committee via email at sleepyhollowmd@outlook.com. The request would be redirected to the committee for processing.

     o   Action Item: Mr. Holland will forward to the homeowner the name of the contractor who has installed railings in the community.

Secretary’s Report:

·       Compliance with Title 11B of the Maryland Homeowner’s Act: On March 19, 2022, we received an acknowledgement from new Board Member, William Jackson, that he read and understood the terms set forth with the State of Maryland regarding conducting board meetings.

·       March Board of Director’s (BOD) Minutes: A motion was made by Wendy and seconded by Cathy to approve the March 7, 2022 meeting minutes as published; motion passed unanimously.

     o   Action Item: Karon to remove the DRAFT watermark and add a footnote to denote the date approved. Approved copies will be sent to each Board member and posted on the HOA Website.

·       Request for Contact Information: Karon reported that letters were sent to three (3) homeowners requesting they complete and return the HOA contact information sheet, so we have authorization to communicate with them via electronic mail. These properties settled in December 2021, January, and March 2022. The original document was included with their welcome letter, so this is a second request for authorization.

Treasurer’s Report:

·       Treasurer Position Transition: Wendy publicly acknowledged that the transition of the Treasurer’s position would not have been possible without Robert’s knowledge of procedures and QuickBooks. She was very appreciative of his help with all the moving parts and expressed her gratitude to both Robert and Karon for their time and assistance.

·       Monthly Report: The Balance Sheet as of April 30^th showed combined assets in our checking and savings accounts at $354,917.68 (●Bank of Delmarva [checking] $792.10; ●Reserve Fund at Bank of Delmarva [checking] $88,468.58); ●Money Market Bank of Delmarva [operating account] $130,074.01; and ●Reserve Fund CD at First Shore Federal $135,582.99. Our net income was $107,235.41.

·       Additional items listed on the Balance Sheet showed the current interest rate on our accounts and an Interest Rate Comparison for Money Market and Reserve Accounts at four (4) banks/credit unions.

The yield that we are getting on interest rates on our Reserve and Money Market accounts are less. Data was collected at American Express, Alliant Federal Credit Union, Discover Bank and Capital One and showed rates at 0.60%. Wendy asked if the Board would like to entertain a discussion about looking to increase our return on that money. Robert stated that we do not take time to discuss our thoughts back and forth at this meeting but instead suggested we talk about it electronically. If we come to an agreement, we can announce it at the next meeting providing discussion points and decision made. Sue agreed it was a topic into which we should look. Wendy indicated the rates will continue to go up and should be around $450-$600 additional in a years’ time. Robert noted that it was a matter of convenience that the banking was set up this way [account closed and transferred from First Shore Federal to the Bank of Delmarva to eliminate travel to withdraw]. Extra money is nice but to consider breaking an account(s) to different banks requires you to travel to those different banks because you cannot perform transactions electronically. Wendy stated that those listed would have to be electronic transactions because they are not “brick and mortar” institutions which is why we would get a higher rate. Robert disclosed that in his conversation with the Bank of Delmarva, on-line transactions could not be done on any account that required two-party signatures; they could only be in-person or on the telephone. Robert asked that the discussion be tabled so that the board could weigh the pros and cons before making a decision that is best for the community. William asked that the process be verified prior to the next meeting.

·       Budget Analysis: The year-to-date Budget Analysis delivered to the Board reflected Total Income ($138,051.11) and Total Expenses ($30,815.70), with a Net Income in our working fund at $107,235.41. The analysis showed Actual versus Budget per line item. The Budget Target for the 4^th month is 33.33%. Items that have already reached budget are expenses that are paid on a yearly basis.

·       HOA Fee Delinquency Recap: We have one (1) delinquent property, and the home is in foreclosure. It has been two (2) years with little activity; however, mail at that address is now being returned to by the post office.

Committee Reports:

·       Welcome Committee: Since the beginning of the year, Sue reported that we have had eight (8) new residents move into the community. Properties for sale have been turning quickly however we may see a change with mortgage rates and construction costs going up.                                                                              

Unfinished Business:

·       City of Salisbury – Pet Waste Station program availability: Robert reported that communication with the city indicated that they provide and maintain a pet waste station within the City Park Dog Park area, but they are not aware of any planned pet waste program that expands beyond this puppy recreation area.

·       HOA Board Task Reassignments: An update on the reassignment status of duties was provided.

     o   Action Item: Robert requested that Wendy contact the USPS and determine the number of keys we are supposed to have; he recommended that we have a minimum of four (4) keys. Currently, there are two (2) keys held by Wendy and Karon. Wendy will get a key to William and maintain a key assignment log.

·       Ice Cream Social: Robert reported that the social is still anticipated for Sunday, August 14^th. Updates will be provided as we get closer to the event.

New Business:

None

Open Discussion: Homeowners Concerns/Comments:

The floor was opened for general questions and comments.

Are all the lots sold within Sleepy Hollow? Yes, all open lots and those under construction are owned by Amber Ridge II, with one exception (6060 Bell Creek Drive) which is privately owned. Concern expressed about the grass cutting; Bill Martin (Developer) always kept the properties clean and well-kept. Robert reported that he had recently sent a letter to Amber Ridge and the private homeowner that their respective lot(s) need cutting and cleaned up. Amber Ridge quickly acknowledged; no response had been received by the private member.

So, a lot that is empty has no irrigation? Clarification made by Robert: A vacant lot that is a building lot does not have irrigation except for the shared heads that are at the houses next door. The builder has an irrigation contractor who installs all the sprinkler heads and puts a turn up (pipe) out of the ground when the build phase is ready. They then contact and pay the HOA irrigation contractor to make the connection so that it works. A new resident confirmed the process as stated. The HOA contractor recommended they get additional heads and the builder’s irrigation contractor installed them and the HOA contractor came back and adjusted.

Homeowner reported the lot next door to their property has no irrigation and a 1/3 section of their yard has no irrigation either. The previous owner of 16 years contracted a landscaper that we continue to use. We repeatedly tell them that they must go all the way over to the empty lot to mow our property – they only cut around the house. A big part of our yard does not have grass and the lot next door is weeds. To clarify Robert stated, the lot to the right of your property is a vacant lot. Correct. The area you are speaking about is a part of your property and because you have a corner lot it goes all the way over to the corner. That is not the problem – the plot of land near the vacant lot, has no irrigation. They (developer) only put irrigation around the house, including the side of our lot because it is a corner house. We had the property surveyed (was not previously done) and that entire section next to the vacant lot was not included when the irrigation system was installed.

     o   Action Item: Robert agreed to look at the property because it was his understanding that the concern was the left side of the house; the HOA response was based on that information. If it is a case where it is supposed to be shared heads, then we will see if there is something we can do about it. If it can be determined that there is something missing or not working, then we can consider that.

As a new board member, William noted there is a series of wells and pumps around the subdivision that draw for the irrigation. What is the plan of the HOA to maintain those wells and pumps? How long has it been since those wells and pumps have been worked on and is there a plan in terms of budgeting that so many will be done each year? The Reserve Fund covers high dollar expenses like replacing wells, well pumps, and parts of the irrigation system. Will there be an annual cost for the homeowners? No – it is part of the Reserve Fund. The caveat, each year through dues every homeowner pays their portion of the budget. There is an amount of money set aside in the budget for the Reserve Fund which covers things outside of irrigation like clocktower repairs, sidewalks in common areas and other infrastructure items. As far as maintenance, the irrigation company checks and services the system on an annual basis. Wendy stated we are required to do an official study of reserve funding. There was a fair amount of work done initially that looked at the life expectancy on the wells, sidewalks, and clocktower so at one point it was around $20,000 a year. Expect that we are due for an in-depth review, especially for the storm water management system; because of Robert’s knowledge so much work has been done on ponds that we might be over reserving. There were not any serious issues reported in our last inspection because we had dealt with sedimentation issues. Robert also stated as a follow-up on wells, that initially we had two wells/pumps that had too many zones on them. The board at that time determined that they needed a second well for those two locations. That is why at those two locations there are two wells to split the zones. It costs approximately $17,000 to drill a new well and replace a pump.

     o   Action Item: Karon to forward an electronic copy of the initial Reserve Fund Analysis and a map of the well locations to William for his review and information.

     o   Action Item: Wendy suggested that we look at the Reserve Fund this summer before preparing the budget.

Homeowner summarized that most of his concerns about the irrigation have been spelled out. When the contractor comes to hook up the system will he be able to look at and consider my suggestions as to where I might think another head might be placed? The person who comes to hook it up the system [HOA contractor] will start the system and ensure that it is running properly and adjust any heads as needed. If they recommend additional heads, you then contact the builder’s contractor to request the additional head(s). The builder’s contractor would install any new additional heads. (NOTE: This process was confirmed by a new homeowner who recently had their property hooked up.)

Is there any information on the lot beyond the stop next to the Raynor Lane property? His realtor advised him that it was land locked. When this property was built the intent was that they were going to buy the farm and continue it on through. In 2008, everything fell out. There used to be a red sign that said “dead end street” but the tree guy may have torn it up and got rid of it. If so, the city might replace it. There is no plan now for anything to happen beyond that property ends which is the farmland.

     o   Action Item: Robert to contact the City of Salisbury to determine if the former sign can be replaced.

There being no further business, the meeting was adjourned at 7:38 p.m.

·       Next Meeting: The next Board of Directors meeting is scheduled for July 11, 2022.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watercolor mark denotes Meeting Minutes approved 11-July 2022, as amended

Board of Director’s Meeting Minutes

The Villages at Sleepy Hollow Homeowner’s Association, Inc.

March 7, 2022

Meeting Location: Cross Pointe Church of the Nazarene, 27765 Nanticoke Road, Salisbury, MD

___________________________________________________________

The meeting followed the adjournment of the Annual Homeowner’s Association Meeting and was called to order by the President, Robert Holland, at 7:37 p.m.

Directors in Attendance:                                                   

Robert Holland (President/Acting Treasurer), Karon Dennis (Secretary), Sue Revelle (Member At-Large), Wendy Bailey Member-at-Large), Cathy Jennings (Non-Age Restricted) and newly installed member William Jackson (Non-Age Restricted).

·       Quorum present? Yes

Robert welcomed the Homeowners in attendance:

There were three (3) members in attendance: Evan Lane, C. Paul Hooker, and Linda Hooker.

President’s Report:

·       2022 Board of Directors – Officer Appointments: The Board voted to designate officer positions at the first meeting of the new board. We currently have six (6) board members.

o   Incumbent Sue Revelle and new nominee William Jackson ran unopposed

o   William’s position on the Board is confirmed as a Non-Age Restricted Member, whose term expires in 2025. 

The Board Members unanimously agreed to 2022 – 2023 appointments as outlined below.

NOTE: 

·       Discussion of HOA Board Tasks: Robert passed out a list of the duties he currently performs. A discussion followed with reassignments as shown below. Ideas regarding lawn and irrigation reporting are in the process of being worked out with the HOA lawn contractor. The board was asked to continue to review the list and provide any feedback.

Treasurer’s Report:

·       Monthly Report: The Balance Sheet as of March 7^th disclosed combined assets in our checking and savings accounts at $358,486.96 (●Bank of Delmarva [checking] $2,365.73; ●Money Market Bank of Delmarva [operating account] $132,442.47; ●Reserve Fund CD at First Shore Federal $135,249.50 and ●Reserve Fund [checking] at Bank of Delmarva $88,429.26). With an accounts receivable adjustment (-$85.00), the Total Current Assets are $358,401.96.

·       Profit and Loss Budget versus Actual: A year-to-date Profit and Loss Statement (January – March 7, 2022) delivered to the Board under separate cover showed Total Income ($133,448.26) and Total Expenses ($22,569.07), with a Net Income in our working fund at $110,879.19.

Is the Reserve Account at the Bank of Delmarva a money market? No. Wendy indicated that we may be able to secure a higher interest rate through the credit union. A study may be done to determine if we can secure a better interest rate at another institution for presentation to the board later.

o   Action Item: Robert to provide Wendy with the current interest rates on the HOA money market accounts.

Secretary’s Report:

·       Board of Director’s Meeting Minutes: The following changes to paragraph, in part, were recommended to the October 11, 2021, recorded minutes distributed to homeowners via electronic mail on November 3^rd and posted on the website.

o   Wendy brought to the board’s attention that the Post Office has reported that there are places within the community where the road is caving in. When it becomes a delivery issue, the carrier will not deliver the homeowner’s mail. USPO has recently cited a home on Van Tassel Way. Sue stated that she had contacted The City of Salisbury four months ago to have the street repaired (sink whole sinkhole). City workers look at it, put asphalt on top and within two weeks the hole/sink sinkhole reappears….

Sue made a motion to approve the Draft of the October 11, 2021, minutes, as amended above. Cathy seconded the motion and stands approved.

Open Discussion: Homeowner’s Concerns/Comments: 

With the current increase of fuel in today’s market, Wendy asked if the Board should discuss being proactive and consider offering a fuel subsidy to our Lawn and Irrigation Contractor, Delmarva Lawn Care. Robert reported that he spoke to Carl Cottingham who stated he had no intension of requesting/imposing a fuel charge during this contract that runs through 2023. It is expected, however, that the rates will go up with the next bidding process.

·       There being no further questions, the meeting was adjourned at 8:05 p.m.

·       The next scheduled Board of Director’s meeting is May 9, 2022.

Minutes submitted by Secretary, Karon Dennis

“APPROVED” watercolor mark denotes Meeting Minutes approved 9-May, 2022